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W2's not printing correctly on preprinted forms

Forum|Forum|1 year ago
January 10, 2025
4 replies
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Using QB Desktop 2024

Using preprinted 2 per page W2's for 2024

The W2 information does not print correctly.

The top info is prints ok, but the bottom is off by two lines.

Any body else having an issue?

Best answer by FishingForAnswers

@tia95363 There's probably an alignment issue but, honestly, you'd be better off just printing on the blank forms instead, and that's assuming you don't just use regular paper instead.

Trusting in the preprinted form is just asking for trouble when Desktop is perfectly capable of simply printing the form and its contents onto the blank form wholesale.

FishingForAnswersAnswer

@tia95363 There's probably an alignment issue but, honestly, you'd be better off just printing on the blank forms instead, and that's assuming you don't just use regular paper instead.

Trusting in the preprinted form is just asking for trouble when Desktop is perfectly capable of simply printing the form and its contents onto the blank form wholesale.

J

Jovelyn_M1

I'll assist you on how to correct the alignment on your W2 form, @tia95363.

First, let’s check your printer settings to confirm they are correctly configured for the specific paper size you’re using. As @FishingForAnswers mentioned, ensuring that the paper type is compatible with your printer is essential. Using incorrect settings or incompatible paper can result in alignment issues during printing.

The next step is to perform a Print Head Alignment. This process ensures that the printer's print head is correctly positioned, leading to clean and precise print outputs. It involves adjusting the alignment of the print heads to achieve optimal print quality. Here’s how to do it:

On your computer, select the Windows menu.
In the search bar, type Control Panel.
Open the Devices and Printers and right-click on your printer.
Click Printing Preferences and look for an option to Align the Print Cartridges or Print Head Alignment.
Follow the on-screen instructions to complete the alignment process.

For further information, please refer to this article on how to troubleshoot problems when you can’t print, email, or save as a PDF from QuickBooks Desktop: Fix PDF and Print problems with QuickBooks Desktop.

Moreover, I'm adding this resource for your future reference in case you want to know how to get different QuickBooks Desktop tools to help fix problems and errors: Fix common problems and errors with the QuickBooks Desktop Tool Hub.

We’re here to assist you as you explore these options. If you have any additional questions or require support in printing the W2 form, don’t hesitate to reach out through this channel. Thank you for considering this collaboration; we look forward to helping you enhance your users' experience with QuickBooks.

J

JFW1

I'm having a similar issue w/ preprinted forms but do not have the option in my printer settings to perform a Print Head Alignment. My W2 test prints are low on the top half for boxes 1-14 but boxes 15-20 are good. Bottom half has c, d, e are too high as well as boxes 1-20. This shows that it's not a universal fit and is a major problem. The Align options when preparing W2s are up/down/left/right for the whole page vs. top/bottom half so this doesn't help. I really need some assistance to solve this asap.

A

AdonL

Welcome to the Community space, JFW1. I have some information about alignment issues when printing Pre-printed W2s in QuickBooks Desktop (QBDT) Payroll.

Pre-printed papers purchased from Intuit when printing W2s should work perfectly. However, non-intuit papers need to be aligned first to avoid printing issues. To do so, you can follow the steps below.

First, ensure you're using a supported Adobe PDF reader and that your printer drivers are updated. Next, verify that you are printing from Adobe PDF. If needed, set the default programs to open PDF files with Adobe. You can refer to these resources for the complete process:

If the problem continues, you can adjust the print alignment of continuous-feed printers with QuickBooks Desktop (QBDT). This way, your forms print the way you want. But before doing so, ensure your printer is on and connected to your computer. Also, the forms you need to print are in the printer’s paper feed.

Furthermore, I suggest contacting our QBDT Live Support Team if the issue persists after performing the suggestions above. They will investigate the problem and find an appropriate solution.

Finally, here's an article you can refer to later when wrapping up your year-end tasks: The year-end checklist for QBDT Payroll.

Proper alignment guarantees that all information on printed W-2 forms is visible and legible. We can always provide information about payroll-related tasks in QBDT. Should you need further clarification, leave a comment below. This forum is always here for you whenever you need it.

T

Tracy Caisse

I am having the same problem. The top form prints fine, but the bottom form is off. What they suggested to do will not fix the problem - it would only work if both forms were off.

I have been trying to fix this W2 issue today and I also spent a half an hour getting an employee access into the system today because their system would not validate their login information. I am really aggravated with EasyAcct and I will be looking for a different accounting software this year.

D

Doberdog

I too had the same problem. I went to the Printer window and under “more settings” I changed “Fit to printable area” to “Actual size”. It does work.

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